5 Tips for Storing Business Files Safely in Self Storage

If you run a business, you likely have lots of paperwork you must store safely for years or even decades. As the paperwork piles up, you’ll soon run out of space in your business.

You might be inclined to start a paperwork stash in your home. For some, this isn’t even possible due to a small living space. But even if you can store business paperwork at home, the unsightly file cabinets can crowd your living space and make your home less comfortable. Not to mention, it’s not the safest place to store important business files.

The easiest and safest place to store paper business files is in a self-storage unit. Storing business papers in a self-storage unit is a win-win situation for everyone! Your business files are safe and secure in the unit, you have space in your office, and your home stays inviting and comfortable!

However, you shouldn’t just throw your business files in a self-storage unit. Here are five things to consider before placing your files in a self-storage unit.

1. Check the Security

Security is imperative when it comes to your business files. Countless valuable data could be stolen and tank your business–or worse. While storing your business files in a self-storage unit is safer than your home, it’s only safer if the unit has excellent security!

Call and ask the company what they use for security measures. A good storage unit company will have recording and security cameras on all units and hallways.

At Peavler Moving & Storage, we place a high emphasis on security. We have quality recording cameras throughout our facility, and powerful, motion-sensor LED lights that naturally deter thieves.

2. Choose a Climate-Controlled Unit

Paper is easily damaged by extreme weather shifts, so it’s vital to choose a climate-controlled unit. Even if you own a temporary business, you’ll need to store the files for years. There’s no sense in paying for a self-storage unit that won’t preserve your data!

A climate-controlled unit moderates both temperature and humidity, two things that can degrade the paper and ink over time.

3. Store Your Files Carefully

Business files are not likely something you dig through regularly. That means you must have impeccable organization so you can find your files easily when you need them.

Paper envelopes or plastic folders can help separate documents by year, category, or both. Then, store these in plastic-lidded boxes. You can also use filing cabinets.

Remember to label, label, label! The more information you can provide, the easier it will be to find the files later.

4. Organize Your Files Logically

Once in the box or filing cabinet, organize your files in an understandable and accessible way. This may include renting a larger storage unit so you can clearly see all your data at once, even if it’s not maximizing the unit’s space.

Organize your files by date, category, alphabetical, numerical, or whatever other method makes sense for your business. But whatever method you choose, stick with it! If you start to change your system mid-way through, your data can be lost.

5. Have a Retrieval System

Not all of your employees should have access to your files. Choose a select trusted few employees and create a retrieval system for files. This would include who took what file, where it is stored while out of the storage unit, and when it was returned. This traceability ensures files are returned correctly.

Peavler Moving & Storage units are the perfect climate-controlled and secured units for your business files! You can rest easy knowing that your files are safe and secure! Plus, our low prices make our units more affordable than our competitors. Contact us today to learn more!